Article I ~ Name

The name of the organization shall be the Octorara Elementary School Parent-Teacher Organization.

Article II ~ Purpose

A.    Said organization is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future tax code.   
B.     The purpose shall be to encourage a spirit of cooperation and understanding between home and school, and to further the welfare of the children and youth in home, school, and community.
C.    To provide for the school supplementary materials, which are not otherwise provided for by the school district, that will aid in the mental, physical, and emotional development of the children and youth.
D.    This organization shall seek neither to direct the administrative activities of the school nor to control its policies.

Article III ~ Membership

A.    Membership and voting privileges are extended to all parents, guardians, and school personnel of the Octorara Elementary School.
B.     Meetings shall be open to all interested residents of the Octorara area.
C.    There shall be no dues charged to be a member of the OES-PTO. 
D.    The Organization shall contact teachers and parent/guardian members annually with information and opportunities for active participation.

Article IV ~ Officers and Elections

A.    The Officers of the Organization shall be two co-presidents, two co-vice presidents, a recording secretary, a corresponding secretary, and a treasurer.
B.    Officers shall be elected by ballot annually in the month of March. The newly elected officers will be sworn in at the end of the May PTO meeting.
C.    April and May will serve as transitional months. The newly elected officers will use this time to learn the intricacies of their jobs from those officers currently serving their terms.
D.    The officers shall serve for a term of one year running from May to May.
E.    No person shall serve more than two consecutive terms in the same office unless the position cannot be filled. 
F.    A nominating committee consisting of members appointed by the president will accept nominations during the month of February only. The full slate of candidates will be sent home at least two weeks prior to the March meeting.
G.    No nominations will be accepted from the floor at the March meeting unless there is not at least one candidate for each office. Then the by-laws may be suspended by a two-thirds vote of members present at the meeting to allow for nominations from the floor for any office for which there is no candidate.
H.    A vacancy occurring in an office shall be filled by a two-thirds vote of members present, due notice of such election having been given to members prior to such meeting. In case of presidential vacancy, the vice president shall assume the presidency.

Article V ~ Executive Committee

A.    The executive committee shall consist of the officers of the organization, the chairpersons of standing committees(By-laws, Membership, Parent Programs, Student Programs, and Ways and Means), the principal(s) of the school(s) or a representative appointed by him, and a teacher(s) designated by the faculty. The members of the executive committee shall serve until their successors are elected or appointed.
B.    The duties of the executive committee shall be:
    1.    To examine the proposed budget in order to present a program and a budget for consideration, amendment, and adoption by the organization at its first meeting of the school year.
    2.    To transact business in the intervals between organization meetings.
    3.    To create standing committees.
    4.    To approve the plans of work of the standing committees
    5.    To present a report at each regular meeting of the organization
    6.    To ensure that the books are reviewed yearly by an independent party and all returns (informational and otherwise) are filed as required. 
    7.    To approve routine bills within the limits of the budget.
    8.    To approve unbudgeted expenditures of no more than $ 500.00.
C.    Meetings of the executive committee shall be held at a time and frequency to be fixed by the committee at its first meeting of the year. A majority shall be called a quorum. Special meetings of the executive committee may be called by the president or by a majority of the members of the committee.

A.    Standing committees which promote the objectives and organization shall function throughout the year. Standing committees shall be created by the Executive Board as may be required to promote the objectives and interests of OES-PTO.  The chairperson of each standing committee shall be approved or selected by the Co-Presidents.
 
1.        Standing committees whose chairperson serves on the executive committee:  .
a.    By-laws - maintain by-laws
b.    Membership - coordinate yearly parent interest survey and record donations.
c.    Parent Programs - organize parent programs for PTO meetings.
d.    Student Programs - schedule assemblies and other educational programs.
e.    Ways and Means - raising funds
2.        Other Standing Committees to be formed as determined by executive committee, with the list being maintained in the procedure manual.
 
B.    The chairpersons of the standing committees shall be selected by the co-presidents of the organization.  Their term shall be one year.
C.    A chairperson shall serve no more than two consecutive terms in the same position, unless the position cannot be filled.
D.    No committee work shall be undertaken without the consent of the executive committee.
E.    The power to form special committees and appoint their members rests with the executive committee.  Since a special committee is created and appointed for a specific purpose, it automatically goes out of existence when its work is done and its final report is received by the executive committee.
F.    The chairperson of each standing committee shall submit a written summary of the activities and procedures of their committee to the Executive Board. 
G.    A co-president shall be an ex officio member of all committees.

A.    The co-presidents shall preside at all meetings of the organization and of the executive committee: shall perform other duties as may be prescribed in these by-laws or assigned to them by the organization or by the executive committee: and shall coordinate the work of the officers and committees in order that the object of the may be promoted.    Prior to being elected President, he/she should serve at least one year on the board or be actively involved in the organization. 
B.    The co-vice presidents shall act as an assistant to the co-presidents and shall perform the duties of co-president in the absence or inability of that officer to serve. The co-vice presidents shall perform such duties as may be assigned to him by the co-presidents or executive board.
C.    The recording secretary shall attend all general meetings of the PTO and shall act as clerk thereof and record all proceedings and shall perform like duties for the executive committee. Minutes shall be read at the next meeting.
D.    The corresponding secretary shall handle all correspondence for the organization, notify members of the board’s meetings, and maintain the PTO files.
E.    The treasurer shall receive all monies of the organization; shall keep an accurate record of receipts and expenditures; and shall pay out funds as authorized by the organization. The treasurer shall present a financial statement at every meeting of the organization and at other times upon request of the executive committee and shall make a full report at the last regular meeting of the school year. The treasurer’s accounts shall be examined by an independent party appointed by the executive committee, who, satisfied that the treasurer’s annual report is correct, shall sign a statement to that fact at the end of the report or have said independent party review accounts and prepare IRS Form 990 to be filed in a timely manner. 
F.    All officers shall perform the duties prescribed in the parliamentary authority in addition to those outlined in these by-laws and those assigned from time to time. All officers should deliver to their successors all official material which may be helpful to them.

A.    Regular meetings of this organization shall be held at least six times during the school year, unless otherwise provided by the organization or by the executive committee.  Dates, time, and frequency to be determined by the executive committee.
B.    Special meetings may be called by the executive committee, five days notice having been given.
C.    A simple majority of the executive committee must be present for a vote.
D.    A simple majority of the people present constitutes a quorum for the transaction of business in any general meeting of the organization.

A.    Robert’s Rules of Order, Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.
B.    A Parliamentarian will be appointed by the executive committee.

A.    Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code or shall be distributed to the federal government or to the state or local government, for a public purpose. 

A.    Proposed amendments to the by-laws must be presented at a general membership meeting.  Notice will be given in the newsletter and the amendment will be voted on at the next general membership meeting.  The proposed amendment must be approved by a two-thirds majority at that meeting.

Created 2/1990
Revised    2/17/1998
Revised 5/20/2003